12 Best Document Data Extraction Software in 2024 (Paid & Free)

Suppose you are an entrepreneur running a company that is growing fast. A key part of your work is manually processing data from invoices, contracts, and receipts. A recent report found that businesses spend more than five hours per week on manual data entry.

The key to data-driven decision-making is extracting valuable information from disparate sources. However, manually extracting data is time-consuming and error-prone, making it inefficient. 

The challenges with manual data extraction include handling data in diverse formats and extracting data from vast volumes of documents, often with complex data structures. 

That’s where data extraction tools come in. They extract information from multiple sources in structured, unstructured, or semi-structured formats to gain insights and help make data-driven decisions. Along with scraping the information, the data extraction software structures it to be stored, processed, and analyzed. 

These tools can reclaim this lost time, allowing your team to focus on higher-value tasks. In this guide, we will learn about the top 10 document data extraction software available in 2024.

Types of Document Data Extraction Software

There are many types of document data extraction software on the market. Each is designed to solve specific problems or meet different needs. 

Here is a detailed overview of the database extraction tools: 

1. Optical Character Recognition (OCR)

The oldest text-extraction tech is optical character recognition (OCR). It converts printed-character images into machine-encoded text. You’ve probably used it to convert a scanned copy of your birth certificate or driver’s license into a file you can work with. It's a straightforward process. OCR software captures the characters' visual traits in the image and 'renders' them as machine-encoded text. 

OCR algorithms enhance the quality of an image to remove distortions. They then identify characters and word structures through pattern recognition. Books, invoices, and forms can be digitized, edited, or searched quickly using OCR.

2. AI-Based Platforms

AI-based platforms use advanced artificial intelligence to process and automate document data extraction. They have been developed to work on complex, varied documents. Unlike traditional OCR software, AI-based platforms don't use a static dictionary to interpret text. 

AI-based platforms can use machine learning and NLP to extract data from forms, contracts, and handwritten notes. They do this by understanding the context and structure.

3. Web Scraping APIs

Web scraping APIs are designed to automate data extraction from websites. They are not just for document data extraction; they can also pull structured info from online documents and forms. These APIs send requests to web pages to get HTML. 

Then, they parse it to extract relevant data. The data is usually in JSON or CSV format, easily integrated into other systems. 

4. Automated Data Extraction Platforms

Automated data extraction platforms aim to extract information from various documents with minimal human intervention. These platforms can handle many documents quickly and use technologies like OCR, AI, and machine learning. 

They automatically find and extract data from structured and unstructured documents, greatly reducing the time and effort needed for manual data entry.

5. Machine Learning-Based Software

Machine learning software uses algorithms. They improve with more data. These tools work to extract data from similar documents. 

Machine learning models are given many examples to learn. This helps them to understand and extract information more precisely from the training data. Their algorithms are tuned to handle new complexities as they process more documents.

6. Hybrid Software

Hybrid software combines OCR, AI, and machine learning. It uses multiple data extraction methods. 

This creates a solution that can handle various document types and formats. Implementing multiple technologies helps the software address different aspects of document processing. This approach will help organizations with complex data extraction needs.

Top 12 Paid Data Extraction Tools in 2024

Here are the top 10 best data extraction tools for 2024:

1. Docsumo: Best Document AI Software

Docsumo is an excellent Document AI software for businesses needing to process financial documents such as invoices, receipts, and expense reports. Its advanced AI and machine learning technologies are specifically designed to extract critical information with high accuracy. 

Docsumo excels in handling various document formats and can be customized with extraction templates tailored to different business needs. 

This level of customization ensures that businesses can accurately capture data from invoices, purchase orders, and receipts, regardless of their format or structure.

One of Docsumo’s standout features is its real-time data processing capability. This lets businesses get immediate insights from their documents, which is invaluable for time-sensitive financial operations. 

The platform also supports seamless integration with existing business systems, including ERP and accounting software, making it a versatile tool for financial document management.

Pros

• Highly accurate data extraction with customizable templates for different document types.
• Real-time processing capabilities for immediate data insights.
• Seamless integration with various business systems and software.

Cons

• Pricing may be higher, making it less accessible for smaller businesses.
• Initial setup and customization can be time-consuming.

Check out how N.S. Trucking drives 4x faster processing of 45k+ dispatch tickets

2. Google Document AI: Best to Integrate with Google Cloud Services

Google Document AI leverages Google’s robust machine learning models to provide a powerful document data extraction solution. It benefits businesses already using Google Cloud services, offering seamless integration that enhances functionality and scalability. 

With natural language processing capabilities, the platform is adept at handling various document formats, from structured forms to unstructured text.

Pros

• Advanced AI models for accurate and efficient data extraction.
• Smooth integration with Google Cloud services and tools.
• Scalable and adaptable to various document types and formats.

Cons

• It may require a learning curve for users unfamiliar with Google Cloud services.
• Costs can escalate with increased usage.

3. Amazon Textract: Best for Handling Complex Documents

Amazon Textract provides a robust cloud-based solution for extracting text and structured data from scanned documents and forms. It uses deep learning models to handle complex document layouts, including tables and multi-column formats. 

Textract’s integration with AWS services streamlines data processing and storage, making it a versatile tool for enterprises operating within the AWS ecosystem.

Pros

• High accuracy in extracting text and data from complex documents.
• Seamless integration with AWS services for data management.
• Scalable to support extensive document processing needs.

Cons

• High costs for extensive usage.
• It may require technical expertise for optimal implementation.

4. IBM Datacap: Best for Enterprise-level Document Processing

IBM Datacap is designed for enterprises requiring comprehensive document data extraction and analytics. It offers advanced features such as multi-channel data capture, intelligent data extraction, and robust analytics capabilities. 

Datacap excels in efficiently processing high volumes of documents, making it ideal for large organizations with complex data management needs.

Pros

• Advanced data capture and analytics features for enterprise environments.
• Efficient processing of large volumes of documents.
• Integration with IBM’s enterprise tools for enhanced functionality.

Cons

• High cost, which may be prohibitive for smaller businesses.
• Complex setup and configuration process.

5. HP Intelligent Capture: Best for AI-driven Document Classification and Extraction

HP Intelligent Capture utilizes AI to provide sophisticated document classification and data extraction. The platform automates document sorting and data extraction, making it easier to manage various document types, such as invoices, contracts, and forms. 

Its AI-driven approach ensures high accuracy and efficiency in processing documents, which benefits organizations seeking to streamline their document workflows.

Pros

• AI-driven classification and extraction for high accuracy.
• Integration with existing business processes for streamlined workflows.
• Effective for handling diverse document types.

Cons

• Higher costs may not be feasible for smaller enterprises.
• Requires initial customization and setup.

6. Adobe Acrobat Pro DC: Best for PDF Management and Extraction

Adobe Acrobat Pro DC is a well-established tool known for its robust PDF management capabilities. It offers powerful OCR technology for converting scanned PDFs into editable and searchable formats. 

Beyond OCR, Adobe Acrobat Pro DC provides extensive features for PDF editing, form creation, and secure document sharing, making it a versatile solution for managing PDF documents.

Pros

• Effective OCR technology for converting scanned PDFs.
• Comprehensive features for PDF editing and form creation.
• Integration with Adobe Cloud services for enhanced document management.

Cons

• Higher cost compared to some other tools.
• Limited focus on non-PDF document formats.

7. Wipro Holmes: Best for Cognitive Automation and Data Extraction

Wipro Holmes offers a cognitive automation platform that integrates data extraction with process automation. Utilizing AI and machine learning, Holmes automates repetitive tasks and provides intelligent insights. 

The platform supports many document processing tasks, including data extraction, validation, and integration, making it a valuable tool for enterprises seeking comprehensive document management solutions.

Pros

• Advanced cognitive automation for improved efficiency and accuracy.
• Supports a wide range of document processing tasks.
• Provides intelligent insights and automation capabilities.

Cons

• High costs may not be suitable for smaller organizations.
• Complex setup and integration process.

8. Xerox CapturePoint: Best for Cloud-based Document Capture and Processing

Xerox CapturePoint is a cloud-based document capture and processing solution designed to handle large volumes of documents efficiently. It features automated data extraction, cloud storage integration, and advanced document classification capabilities. 

CapturePoint’s cloud-based approach offers flexibility and scalability, making it an ideal choice for organizations with remote teams or those seeking a scalable document management solution.

Pros

• Cloud-based processing for scalability and flexibility.
• Integration with cloud storage services for streamlined data management.
• Automated data extraction and classification features.

Cons

• Higher investment is required for extensive use cases.
• Cloud dependency may raise concerns about data security.

9. Tesseract OCR: Best for Open-source and Customizable OCR

Tesseract OCR is an open-source optical character recognition engine known for its flexibility and customization options. It supports multiple languages and is highly adaptable to various text recognition tasks. 

As an open-source tool, Tesseract OCR offers a cost-effective solution for OCR needs. Users can modify and integrate it into different applications as needed.

Pros

• Open-source and highly customizable for specific needs.
• Supports multiple languages and text recognition tasks.
• Cost-effective with no licensing fees.

Cons

• It requires manual setup and configuration, which can be complex.
• May need some advanced features found in commercial tools.

10. Azure AI Vision: Best for AI and Computer Vision Capabilities

Azure AI Vision utilizes Microsoft’s advanced computer vision technology to deliver a robust document data extraction solution. Integrated with Azure’s suite of services, it offers scalable and intelligent processing capabilities for various document types. 

The platform employs AI and machine learning models to analyze and extract data, making it suitable for enterprises seeking an advanced and scalable document processing solution.

Pros

• Advanced AI and computer vision technology for high accuracy.
• Integration with Azure’s suite of services for scalability and enhanced functionality.
• Suitable for large-scale document processing.

Cons

• High costs for extensive usage.
• Requires familiarity with Microsoft’s cloud services for optimal use.

11. Coupler.io

Coupler.io is a data analytics and reporting platform offering comprehensive ETL functionality for transferring data from multiple sources to several destinations.

To use Coupler.io for data extraction, select the appropriate data connector, such as the Looker Studio connector, and configure it to link to your desired data source. Coupler.io provides various connectors capable of extracting data from sources like Shopify, Clockify, Jira, etc. You can use tools like Tableau, Google Looker Studio, or Power BI for further data visualization, custom dashboards, and charts.

Coupler.io lets users connect to various data sources using customizable queries, including popular databases, SaaS applications, and CSV files. Data can be transformed through mapping, filtering, and merging before being loaded into a database, spreadsheet, or BigQuery as a data warehouse. Coupler.io saves time by automating data integration processes and offers powerful features.

Key Features

• Scheduled data extraction: Automate and schedule data extraction processes.
• Append import mode: Collect historical data by appending updated data to the end of your working sheet or table.
• JSON API connector: Connect REST APIs to automate data exports to BI tools, spreadsheets, and data warehouses.
• Webhooks: Support for incoming and outgoing webhooks to handle various business cases, such as sequencing importers and triggering events.
• Data consulting service: Assistance with data transformation and visualization.
  

Pros

• Ability to pull data from multiple sources
• Auto-update feature
• Clear interface
• No extra charge for team mode
• Easy to combine data and start visualization
  

Cons

• No ability to edit multiple importers at once
  

Pricing

• Start for free and then upgrade to the paid subscription
• Starter: $49 per month 
• Squad: $99 per month 
• Business: $249 per month

12. Apify

‍Apify is your one-stop shop for over 2,000 ready-to-use scrapers and automation tools. Thanks to this wide range, you can scrape data from e-commerce and real estate websites, social media, marketing, and HR tools. You know exactly what to do, as the platform is very user-friendly and will get your data in a few minutes.

Key features

• Marketplace with 2,000+ web scrapers in one place.
• Many available integrations to automate your workflows.
• If you’re a developer, you can publish your web scrapers in the Store and start making money

Pros

• Easy to use even without coding skills
• Helpful customer support

Cons

• So many tools it might be difficult to choose only one you need

Pricing

• Free plan with $5 credits
• Starter plan for $49/month
• Scale plan for $199/month
• Business plan for $999/month
• Custom plan based on your needs

Top 3 Free Data Extraction Tools

If you’re looking to implement a data extraction tool or take a test drive before buying paid data software, here are the top 3 free data extraction tools to get you started.  

1. Tabula 

Tabula is a free data extraction tool, best used for extracting tables from PDF files. It converts the data into CSV or Excel files for easier editing. 

2. Octoparse

Octoparse is an automated web scraping tool that emulates human behavior, like logging into an account and interacting with web pages. Its no-code browser and point-click interface make it a popular choice for first-time users. 

3. BeautifulSoup (Python Library)

BeautifulSoup is a Python library for data capturing from HTML and XML files. It integrates easily with existing parsers.

Final Verdict: Which Is the Best Document Data Extraction Software? 

Now that you know the best data extraction tools available on the market, it is time to understand your business requirements. For example: 

• Do you have structured, unstructured, or semi-structured documents? 
• You can have rule-based or AI/ML-based generic data extraction solutions for structured documents. 
• But for semi-structured, you will need a custom solution like Docsumo for high straight-through processing (STP). 
• Another aspect to look for is integration capabilities. Does the tool integrate with your existing tech stack? 
• In a regulation-heavy industry, look for data processing tools that follow international guidelines. For example, HIPAA for healthcare companies and GDPR compliance. 

Choosing the right document data extraction software can greatly impact your efficiency and accuracy, but the best option often depends on your specific needs and use cases. Here’s a brief overview to help you make an informed choice:

• Docsumo stands out for advanced automation in financial documents. Its AI-driven features automate the high-precision data extraction from invoices, receipts, and other financial records. This tool’s machine-learning capabilities enhance its performance over time, making it an excellent choice for businesses seeking to streamline their financial processes.
• Google Document AI is perfect for handling diverse document types with unstructured data, leveraging Google’s robust AI technology.
• Amazon Textract offers seamless integration with AWS services and excels in extracting data from forms and tables, making it suitable for those already invested in Amazon’s ecosystem.
• IBM Datacap and HP TeleForm are ideal for large enterprises needing high-volume and complex document processing.
• Adobe Acrobat Pro DC provides a reliable solution for smaller businesses needing efficient OCR capabilities for PDFs.

While these tools each offer unique features and strengths, Docsumo consistently emerges as a top performer for its comprehensive automation, accuracy, and adaptability to financial documents. It’s designed to meet the demands of various business sizes and types, making it a versatile and effective solution.

Sign up for Docsumo today to transform your document data extraction.

Whether you need to streamline your invoicing, reduce manual entry errors, or improve data accuracy, Docsumo is a powerful tool that can meet your needs and drive operational efficiency.